In the logistics and freight industry, transparency and accuracy are paramount for building trust and ensuring correct billing. At GTBuy, we have implemented a clear, auditable process for documenting any modifications to a shipment's physical characteristics. This guide outlines our standard procedure for recording weight adjustments and packaging changes.

The Core Principle: Every Change Leaves a Trace

The fundamental rule is simple: no modification is official without a dated record and visual evidence. This practice eliminates ambiguity, prevents billing disputes, and provides a reliable audit trail for both GTBuy and our clients.

Step-by-Step Recording Procedure

1. Identify the Modification

   Clearly note whether the change is a weight adjustmentpackaging change

2. Capture Date-Stamped Evidence

   Take clear, well-lit photographs that conclusively show the modification.

   • For weight adjustments: Photograph the product on a calibrated scale with the readout clearly visible. Include a unique identifier (like the shipment ID) in the frame if possible.
   • For packaging changes: Capture photos of the old and new packaging, highlighting differences in size, dimensions, or protective materials. A photo showing the final packaged state is mandatory.

3. Log the Entry in the System

   Create a formal log entry associated with the specific shipment record. This entry must include:

   • Date & Time:
   • Description:
   • Quantifiable Data:
   • Evidence Attachment:
   • Agent/Operator:

4. Verification and Billing Update

   This documented log becomes the sole source for updating the freight billing details. Our verification team reviews the evidence before the invoice is finalized, ensuring the charges accurately reflect the shipped product's actual specifications.